PURPOSE OF THE ROLE
- This position requires a highly motivated person who is capable of working flexibly to ensure the highest possible results for the FHI360 Kenya team. S/he will have experience in administration and good procurement practice preferably within a non-governmental organisation. High competency in time management, communication and IT skills are essential to this role
KEY TASKS AND RESPONISBILITES
- The Project Administrative Officer will focus on the following to support the Kenya Country office team and the smooth implementation of the projects:
Administration
- Supervise implementation of administrative services and contracts, and verify service providers’ invoices before submission to accounts for payment.
- Pro-actively assist the administrative assistant in providing creative solutions to resolve logistical problems and concerns in collaboration with the various stakeholders.
- Support on HR Induction management.
- To maintain comprehensive and up-to-date fleet and administrative records.
- Assist the corporate services manager in filling documents.
Procurement
- Responsible for procuring and securing the best quotations for purchase of all company items.
- Review and update list of pre-qualified suppliers for goods and services and ensure that all suppliers have valid contracts.
- Procurement of goods and non-HR services for the Hub Office and all projects in conformity with FHI360’s financial procedures manual and donor requirements; in liaison with the programmes and finance teams.
- Preparation of procurement requests forms for the country office and verifying those from the field before processing, ensuring they comply with the FHI360 procurement procedures.
- Reviewing all bid analysis’ before processing.
- Review project decision statements and quotations.
- Prepare LPOs and ensure that they are fully signed before giving to suppliers to offer services.
- Ensure procurement records are processed and maintained in compliance with accepted policies and procedures, which meet both internal and statutory reporting requirements.
- Regularly evaluate suppliers to ensure that records are maintained, timely deliveries and ensure all turnaround and timelines are met.
- In consultation with the Logistics officer in Nairobi, to ensure that office supplies (equipment and stationery) are promptly requisitioned and supplied
- Ensure value for money when making purchases
Assets Management
- Updating the asset register for the country office and projects.
- Compile and review the monthly fleet mileage against tracking systems to ensure that it reconciles and report any anomalies.
- Physical verification of all assets allocated to staff and ensures that they are correctly tagged.
- Maintain an accurate record of equipment borrowed by staff members for use outside
- the Country Office (e.g. laptops, digital cameras, projectors).
- Assist with the disposal of assets as required in accordance with FHI360 policies
Requirements
Education, qualifications & other knowledge
- Degree in Business Administration or related field, qualification in procurement/ supply chain management preferred
- Projects Management
Experience
- At least 2 years’ experience
- Experience in administrative work and procurement
- At least 2 years’ experience in administrative
- Experience in administrative work and procurement
Skills and abilities .
- Computer literacy in MS-Office, Word, Excel, Outlook
- Speak English and Swahili.
- Networking skills
Location
Bomet , Bungoma , Busia , Eldoret , Elgeyo Marakwet , Embu , Kajiado , Kakamega , Karatina , Kericho , Kiambu , Kirinyaga , Kitale , Kitengela , Laikipia , Machakos , Makueni , Migori , Nairobi , Nakuru , Narok , Taita Taveta , Tana River , Trans Nzoia , Uasin Gishu , Vihiga
Method of Application
Interested and qualified candidates should forward their CV to: [email protected] using the position as subject of email.
